Office Specialist

Office Specialist

The Office Specialist will coordinate the administrative activities for divisions within the Department of Pediatrics. Responsibilities include fiscal management of accounts and providing all administrative and operational support for multiple divisions.

Responsibilities include, but are not limited to:

• General Office Duties
• Greet visitors, answer, and triage telephone calls, providing correct responses to a variety of questions (routing and non-routing) about the office operations and/or policies/procedures and direct individuals to the appropriate resource when questions exceed knowledge.
• Time Keeping
• Maintain timekeeping tracking log for faculty/staff; ensure completion of leave requests; provide administration with timekeeping tracking log on a monthly basis.
• Events
• Assist with special events as needed.
• Administrative Support
• Provide administrative support to the division(s), including but not limited to: faxing; maintaining files; organizing office; assisting division chief, faculty and staff in developing procedures to improve division functions; attending appropriate division/department meetings, preparing agendas, recording minutes for distribution to faculty/staff in a timely fashion; assisting faculty /staff with meeting deadlines; entering call schedule into the call system; assisting with grant document preparation and obtaining articles.
• Correspondence
• Distribute incoming correspondence on a daily basis, check and compare with previous communications, compose routing correspondence, format and type documents to include but is not limited to: presentations, grants, manuscripts, abstracts, etc., prepare forms/documents used for Augusta University support services to include but is not limited to budgets and routing sheets, IDR
  ¿ s, check requests, remittance authorizations, etc., proofread and edit draft material, determine priority of incoming material and route to appropriate personnel.
• Administrative Duties
• Create, access, and maintain various databases in coordination with the faculty members. Assist faculty with completion/submission of various documents, forms, and reports. Prepare written and presentation materials for superiors, gather and compile information, perform calculations. May prepare spreadsheets or other reports or presentation materials such as PowerPoint, and otherwise assist in the development of narrative information and graphic displays.
• Meetings
• Schedule group and individual meetings to include determining availability of all attendees, sending notifications, reminders, determining and reserving meeting location, coordinating catering and preparing forms for reimbursement for expenses.
• Calendars
• Maintain group and individual faculty calendars; maintain conference room schedule; coordinate requested meetings and assist with recruitment process by coordinating applicant travel and interview itineraries.
• Budgetary Support
• Provide budgetary support to division including but not limited to: managing accounts (RI supply budget, grants, contracts, alumni/foundation accounts, etc.) to include reconciling and balancing monthly reports
  ¿ working with DSPA to ensure proper grant budget management and compliance; tracking budget and expenses and assisting with reimbursement for faculty staff and various vendors. Reconcile People Soft ledger reports on a monthly basis and provide information on account status to leadership.
• Travel
• Make travel arrangements for faculty and staff. Prepare necessary paperwork for travel approval and expense reimbursement.
• Purchasing
• Initiate purchase requisitions and coordinate with the purchasing office as appropriate. Gather data and/or prepare routing information related to purchasing office related supplies and equipment. Initiate facilities management work orders as necessary.
• Other Duties
• All other duties as assigned.

Required Qualifications:

Associate's degree from an accredited college or university in a related field. OR High School Diploma/GED from a recognized State or Federal accrediting organization with a minimum of three years of progressively responsible office support experience.

Preferred Qualifications:

Previous office administration experience and experience in an academic medical center and/or healthcare environment.

Knowledge, Skills, & Abilities:

Ability to maintain confidentiality. Basic accounting knowledge and self-motivated. Excellent interpersonal, written and verbal communication skills. Proficient in Microsoft Office and other computer…